Executive Assistant to the Chief - Clinical Genetics

DescriptionReporting to the Division Chief of Clinical Genetics serve as administrative and office support for the Dept. of Human Genetics, ClinicalGenetics division. Coordinate all administrative, educational and research efforts as appropriate and in coordination with the divisionchief. Manage all executive suite duties encompassing and pertaining to division business. Major duties include providingadministrative and office support to the Chief including calendar management, meeting scheduling and oversight of special eventsand projects clinical, research and educational in nature. Support division faculty for office and clerical functions.A. SUPPORT TO THE CHIEFA1. Responsible for the Chief’s calendar, making independent decisions as to the necessity/priority for meetingsand schedule all appointments, meetings and engagements.A2. Compose, edit and type memos, correspondence, grant applications, manuals and book chapters in a timelymanner and accurate fashion.A3. Oversee the coordination of the Chief’s participation and travel arrangements for national and internationalmeetings and process reimbursements requests for travel expenses, membership’s subscriptions, etc…A4. Prepare Power Point slides/overheads and manuscripts, electronic spreadsheets, graphs, databases andprevention software for the Chief’s meetings and presentations. Possess knowledge of up-to-date electronictransmission options, current social media and zoom presentations.A5. Prepare agenda, provide accurate transcription minutes of designated meetings and distributes information asdefined by Department policy.A6. Coordinate and participate in projects, meetings, and committees; handle all meeting logistics; takes andtranscribes minutes of meetings and committees; prepare meetings packets for distribution.A7. Maintain and update Chief’s curriculum vitae/dossier.A8. Serve as primary information resource regarding department and program polices, procedures, and operationalfunctions; assist office visitors and telephone callers; provide information that requires judgment, knowledge, andinterpretation, resolve complaints, refer callers to appropriate sources.A9. Screen and prioritize the inflow of communication to the Chief from outside faculty, personnel and othersources.A10. Research and present relevant data and background material for department projects. Possess resourcefulqualities and the ability to research data from university sources with ease and confidence.A11. Assist with the coordination of efforts for faculty recruitment and retention.A12. Maintain policies and procedures manual as directed by the Chief.A13. Coordinate with clinic practice manager and Medical Director to open and close Chief’s clinic schedule andmonitor inpatient rotation utilizing the Care Connect systemA14. Communicate with the Chief any patient-related needs such as patient status, medication refills, authorizationrenewals and letter requests.A16. Coordinate with the UCLA Communications Office and external media group regarding media and publicrelations requests.B. ADMINSTRATIVEB1. Manage the activities of the Chief’s office and assist faculty with office needs.B2. Serve as liaison between the Chief and various departments, DGSOM and University offices.B3. Maintain confidential files and information related to the division and programs including financial, legal,budget, personnel, and administrative records; maintains and updates resource materials.B4. Oversees the maintenance and repair of department equipment and facilities, i.e., copierB5. Responsible for ordering supplies, equipment and services as requested and using current UC systems to initiatepayment.B6. Work closely with the division purchasing staff and assist division faculty and staff with purchase and travelexpenditures requirements. This includes, travel, entertainment and regular reimbursements.B7. Provide liaison, as necessary, with associated faculty members, referring physician and others at varying levelboth with in and outside of UCLA, with regard to clinical services.B8. Schedule and prepare materials for division meetings; monthly faculty meetingsB9. Schedule meetings at the request of the division chief and faculty occupying the space.B10. Process travel reimbursements and expenditures for the CAO of the department. Maintain annual nationalassociation memberships and annual publications.B11. Maintain curriculum vitae and other support for faculty, updating on regular basis.B12. Equipment Inventory Custodian; update equipment list, maintain the EQM database and submission of yearlyreportsB13. Space Planning Coordinator according to DGSOM guidelinesB14. Responsible for maintaining and preparing reports as required of the department’s space inventory both forUC and School of Medicine.B15. Department safety liaison with EH&S; maintaining safety records to document employee training, inspections,and safety meetingsB.16 Communicate with Marketing to update and maintain the Department website in conjunction with the CAOC. ACADEMIC REVIEW1. Work with UCLA Medical Staff Office, CAO and Academic Personnel Manager to ensure physicians maintainnecessary privileges.2. Prepare, mail and monitor physician insurance credentialing packets, and assist physicians with the completion ofbilling packets.3. Coordinate UCLA medical staff privilege/medical group membership application as necessary.4. Coordinate faculty appointment verifications.5. Process payments of appointment and reappointment fees of the department faculty members.QualificationsREQUIRED:Practices team commitment by displaying flexibility, team , spirit, compassion, respect, honest, politeness and accountability when dealing with staff, faculty members, students, university administration and the public.Skills in prioritizing assignments and achieving high productivity and quality under rigid deadlines in an environment with frequent workload changes, competing demands and interruptions.Ability to maintain strict confidentiality and handle sensitive information with tact and discretion.Writing skills to independently compose and edit correspondence and reports using correct grammar, spelling and punctuation.Organizational skills to coordinate a variety of administrative processes and to ensure short and long-range projects complete in a timely manner.Knowledge of medical and scientific terminology.Experience in using a PC to prepare documents, reports, email and perform internet searches.Detailed knowledge of software such as Word, Excel, or Outlook.Detailed knowledge of PowerPoint.Experience un preparing a large volume of documents such as grant applications, manuscripts, correspondence, tables, graphs, reports, etc. with high level of speed and accuracy.Demonstrated note taking skills to taking meetings at meetings.Skill in establishing and maintaining filing and recordkeeping systems.Detailed knowledge of general accounting, University policies and procedures in purchasing, reimbursements and travel policy.Working knowledge of University, School of Medicine and Medical Center organization and general administrative policies.Analytical skills to assess information, practices and procedures, recognize relationships among proposals, define problems, formulates logical solutions, design and implement new methods of administering information to optimize efficiency.Cost and quality conscious in purchasing supplies for the department.Skill in interpreting and applying appropriate written policies and procedures.Knowledge of University policy and procedure with regards to academic personnel and residency fellowship programs.Communication skills to effectively explain complex personnel policies.Access and Navigate Care ConnectUCLA Health welcomes all individuals, without regard to race, sex, sexual orientation, gender identity, religion, national origin or disabilities, and we proudly look to each person’s unique achievements and experiences to further set us apart.